Carnegie Library for Local History Donation Policy
Donations are important to the vitality of the Carnegie Library and its mission to collect materials illustrating the history of Boulder County. The Carnegie Library accepts donations of historic materials that will enhance its collections and contribute to the uniqueness of the archive. Monetary gifts are also welcomed and support the preservation and maintenance of the collections. Current topics of interest for the archive are listed on the Collections Policy tab of the Carnegie Library website.
- Please make an appointment to meet with a staff member to review your donation by calling 303-441-3110. Appointments are required.
- Donated materials must meet the Carnegie Library for Local History Collection Policy.
- Materials must be organized, dated and identified to the best of the donor’s ability. Any items unidentifiable by staff will be returned to donor. Please include all background information to enhance the cataloging of your donation.
- All duplicate written materials must be removed prior to donation.
- Donations will be accepted only from businesses or organizations that are no longer operating.
- All materials must be in English unless they are accompanied by an English transcription or translation.
- The donor must establish the value of the donated materials prior to the donation if needed for tax purposes. Staff cannot determine the monetary value of donations.
- Books by Boulder authors of fiction and non-fiction pertaining to subjects other than Boulder county are not accepted.
Donors are asked to complete the Deed of Gift. Staff considers the answers to several questions when evaluating donations for acceptance. Please read the questions before scheduling an appointment to have the donations reviewed.
The following criteria also apply to digital donations.
- The number of digital images per donation may be limited to 25 items.
- Appropriate descriptive, administrative, structural, technical and preservation metadata must be submitted with a donation.
Staff reserves the right to make printed copies of digital donations.
Born digital and media formats accepted
The Carnegie Library is committed to providing long-term access to the digital works held by the archive by adhering to digital preservation best practices. The level of preservation support provided for a donation is determined by the file format in which it is donated. Software, hardware and file format obsolescence is a complex issue with outcomes that are difficult to predict. This includes the future ability of the library to convert obsolete file formats without any loss to the ‘look and feel’ of the original material.
Staff will advise donors in creating, converting and depositing items of the quality necessary for full information capture and the highest degree of preservability over time. Converting items to proper format will be the donor’s responsibility and expense. In addition to current industry standards for media types, staff will also consider floppy disks, reel to reel tapes, hard drives, etc. on a case by case basis provided that suitable technology to read the original and convert it to the appropriate modern format is available to the archive.
Approved by the Library Commission on September 5, 2018.